Monthly Archives: September 2016


How to Motivate and Inspire Your Virtual Assistant



If you want to get more productive work from your Virtual Assistant, the best approach would be to find ways to motivate and inspire them. Money is not always the motivation why people work; for most it is just the opportunity to contribute to success. Here are 5 ways to motivate and inspire your Virtual Assistant:

Encourage Goal Setting

Goal setting has been proven to be a powerful tool for extracting top notch performance whether in school, sports or work. A goal sets a target for you to shoot for; it establishes direction and represents your purpose.

Establish goals together with your Virtual Assistant but make sure these are achievable:

  • There must be historical basis or precedence for the goals;
  • The goals must be realistic and attainable;
  • The goals must be measurable;
  • There must be a pre-determined time frame;
  • Keep the goals manageable

Assuming you can dedicate 90 minutes to accomplish a goal, it would not be realistic to target 3-4 goals within an 8 hour schedule. Identify 3 top goals and prioritize them.

Communicate Regularly

Communication is vital in business. It becomes more crucial if you are working with someone who does not shared space but instead operates behind another computer perhaps thousands of miles away.

The best way to circumvent the limitations of shared space collaboration is through frequent and effective communication:

  • Use dependable online channels;
  • Always conduct audio-video conference calls;
  • Have an agenda ready one day before and provide the Virtual Assistant a copy.

Communication gives you the venue to address existing problems and concerns. It is also a great way to build a strong, trustworthy relationship.

Show Appreciation for a Job Well Done

A Virtual Assistant is also a person who appreciates recognition. Many will attribute success to “just doing my job”. But a little appreciation goes a long way.

If your Virtual Assistant is able to submit a deadline on time without compromising quality of work and in fact, did above and beyond what you expected, let him or her know how you feel.

  • Invite your Virtual Assistant to an impromptu meeting then proceed to thank him or her personally for the great work rendered;
  • Send your Virtual Assistant a personal e-mail on how you appreciate his or her dedication to work;
  • Send a small token of appreciation. It doesn’t have to be money; perhaps a paid gift certificate or a few days off with pay.

Create a Feedback Loop

When you are meeting with your Virtual Assistant, do not monopolize the discussion. Give the Virtual Assistant the opportunity to share his or her views on work and problems currently existing in operation.

Some clients are too thin-skinned to accept comments from their Virtual Assistant but creating a feedback loop is an effective way to make your business better. Virtual Assistants perceive your business from a different filter. Their comments and suggestions should be taken constructively.

Remember Them on Special Days

Some virtual assistants do not mind working on Christmas or New Year’s Day. For them its work and they do have the luxury of working from home. Still, this highlights their commitment for your business to succeed. It’s not just the money; they also have other clients they are probably servicing as well.

On these special days’ even birthdays, send them special tokens of well-wishes. Even a virtual cake with candles and a song will be funny bit still appreciated. Of course, you should include a generous adjustment in their fees as a gesture of goodwill.

It is important to have a motivated and inspired Virtual Assistant working for you. This is especially true if you have found a Virtual Assistant who consistently turns in excellent work.



5 Risk Free Tasks You Can Outsource to Remote Virtual Assistants



The premiere destinations for outsourcing services to virtual assistants are the Philippines and India which are considered remote locations. But despite their consistency, many businesses remain hesitant to hire virtual assistants from remote locations.  They are concerned that logistical, cultural, social and language differences make it a risky proposition.

The best approach is to start off slow by offering non-essential tasks. Here are 5 risk-free tasks you can safely delegate to your Virtual Assistant:

1. Administrative Responsibilities

Every experienced Virtual Assistant has done time managing the administrative responsibilities of his or her client. Organizing your business is a basic skill requirement for virtual assistants. These include:

  • E-mail Filtering
  • Calendar Management
  • Appointment Setting
  • Phone Handling
  • Filing of Documents
  • Preparation of Presentation Materials

These are standard office responsibilities you can delegate to your remote Virtual Assistant without much risk.

2. Customer Support Services

The undisputed leader in outsourced customer support services is the Philippines and for 3 very good reasons:

  • High literacy rate – Philippines’ literacy rate at 98% is one of the highest in the world.
  • Excellent quality of English – English is considered the primary language for business and education in the Philippines. In fact, GlobalEnglish ranked the Philippines as number 1 in the world for business English in 2012.
  • Perfect cultural fit – The Philippines has been a colony of the Dutch, Spain, the United States and Japan. It has become a cultural melting pot of mores and values which is why Filipinos can easily adapt to any nationality.

Filipinos can adjust their accent to accommodate American, British or Australian English.

3. Social Media Management

Social Media is not a risky proposition because once the campaign has been designed, all the Virtual Assistant has to do is follow the schedule. Social Media Management tasks include:

  • Posting content on various social media networks
  • Increasing your network by qualifying connections
  • Limited engagement with respondents
  • Updating images and content
  • Content distribution

Social media management is a time consuming task. The schedule for posting will depend on the network. If you want to reduce the risk of mistakes, have spiels available for ready reference in case of engagement.

4. Graphics Design

Images are basically a universal language were interpretation becomes a matter of perspective. You can find virtual assistants who are also talented graphics designers from the Philippines and India.

You can merely discuss with them what you are looking for in a design and submit samples as references. The Virtual Assistant can deliver you 4 to 5 mock ups for your review.

Many of these remote virtual assistants are very accommodating. They will patiently work with you on the design until it conforms to your preference.

5. Content Marketing

One of the biggest misconceptions about hiring remote Virtual Assistants is the language barrier. Overseas clients feel the risk of misunderstanding is always present because there is a difference in relating to language. While this opinion is clearly debatable, there should be no argument when it comes to writing.

You can easily find virtual assistants from remote locations who are exceptional writers and highly talented in creating relevant, engaging and unique content. Not only do they write with skill but they implement the principles of SEO to make sure your content gets found on the Internet.

Remote virtual assistants are also very meticulous when it comes to work. They will review and edit the content until they are confident of the quality and relevance.

A few months into the working arrangement, you will realize that hiring virtual assistants has made your life easier and more convenient. Once you have gained the confidence, you can slowly delegate key tasks to them so you can focus on developing new business.